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Procore

Things to Know about the Project Financials + Acumatica® ERP Connector

Background

Each of Procore's available ERP connectors perform the basic function of syncing data between the ERP system and Procore, usually in the same way as other connectors. However, each connector has a unique set of items it can sync, and the way those items are synced will vary based on how that ERP system and its corresponding integration are built to function. 

Acumatica Cloud ERP, like all ERP integrations, has some key considerations, limitations, and things to know about how each Procore object is synced. Those considerations, limitations, and things to know are outlined in the table below according to tool or item being synced.

Availability of ERP connectors is dependent on several factors, including the country or region in which your business operates. To learn whether or not an integration is available in your area, contact your Procore point of contact.

Things to know about the Acumatica Cloud ERP Connector

Procore Item or Setting

Considerations, Limitations, and Requirements

configuration settings

  • Default Project Template
    If you have created a project template in the Porfolio tool, you can select that template from this drop-down list. This will apply the template to the Procore project that is created when you import a Acumatica Cloud ERP job.
  • Use Procore Contract #
    Mark this checkbox if you want Procore to populate the 'Commitment ID' field with the Procore contract number, when your users create a commitment in Procore. (Note: This settings affects only commitments created in Procore. Users also retain the ability to change the Commitment ID in Procore).
  • Use Procore Change Order #
    Mark this checkbox if you want Procore to populate the 'CCO ID' field with the Procore's CCO ID, when your users create a commitment change order in Procore. (Note: This settings affects only CCO's created in Procore and users retain the ability to change the CCO ID in Procore).
  • Automatically add new cost code/cost type combinations and sub job cost code/cost type combinations to budgets on Acumatica Cloud ERP integrated projects
    Mark this checkbox if you want Procore to automatically add the cost code/category combo as a new budget line item regardless of whether or not the budget is locked or unlocked. If the budget is unlocked, Procore will automatically import the Estimate amount found in Acumatica Cloud ERP to the Original Budget column. If the budget is locked, Procore will still add the line item for the new cost code/category combination, but will set the Original Budget column to $0 (Note: Original budgeted amounts will not be imported if the budget is locked).
  • Procore's Budget Direct Cost Column
    • Read only, populate from Acumatica Cloud ERP
      On Acumatica integrated projects, the Budget's 'Direct Cost' column can either be read only and populated with data from Acumatica or editable and not populated from Acumatica Cloud ERP.
      OR
    • Editable, do not populate from Acumatica Cloud ERP
      If you're using the Direct Costs tab, the data will always be populated from Procore's Direct Costs Tool.
  • Vendors will be automatically updated
    • This feature is not currently supported by Acumatica Cloud ERP.

SYNC SCHEDULE

Procore-Managed Auto Sync

  • This feature is not currently supported for the Acumatica Cloud ERP Integration. Job Cost Syncs and Payments for Synced Subcontract Invoice Syncs do run a daily, automatic sync process. This daily sync is configured in the integrations microservice by default.

COMPANY LEVEL work breakdown structure (wbs)

Considerations

  • When the integration goes live, the Acumatica Cloud ERP standard cost code list is automatically imported to Procore, as a separate list than your Procore standard cost code list. This is the company level cost code list to be used on new projects. This list is managed in Acumatica Cloud ERP's Cost Code page, form PM209500.
  • To add a new cost code to the Acumatica Cloud ERP synced company level cost code list in Procore, simply add it to Acumatica Cloud ERP, Cost Code page, form PM209500. Then sync the new cost codes with Procore's '{{integrations_name} Standard Cost Codes' list in the Company level Admin tool.

Limitations

  • Cost codes that import from Acumatica Cloud ERP will display in Procore as Division, followed by Cost Code. For example, cost code 10600.000, within division 10, will appear as "10-10600.000".

PROJECT LEVEL work breakdown structure (wbs)

Limitations

  • Acumatica Cloud ERP does not support project specific cost codes. All project level cost codes must originate from the ERP synced Acumatica Cloud ERP standard cost code list.

companies

Limitations

  • The Company/Vendor insurance is not included when importing/exporting a Company/Vendor, as that field is not within the Acumatica Cloud ERP AP Vendor data table. This information is in a different data table in Acumatica Cloud ERP that is not a part of this integration.

Considerations

  • The ERP Vendor ID is entered manually by an Accounting Approver when a Company is exported from Procore to Acumatica Cloud ERP. This is stored as the ERP Vendor ID (you can view it in the ERP Integrations tool, under Companies, or in the company-level Directory tool) and is then used on other vendor related exports (Commitments, Commitment CO’s).
    • Note: This can be an optional field during exporting if this option has been enabled by Procore.

Additional Information

  • It's strongly recommended that you first try to link any Acumatica Cloud ERP vendors that already exist in your Procore account's Company level Directory before adding vendors from Acumatica Cloud ERP.

projects

Limitations

  • Projects that are in-progress or created before connection of the integration cannot be synced. Professional Services for assistance with integrating in-progress/pre-existing project records are available for an additional fee.

Project Export Requirements

  • All cost codes must have at least one (1) cost type  assignment before the Procore project can be exported to create a new Job in Acumatica Cloud ERP.
  • If your cost codes already have cost type assignments, your company has already configured the cost type assignments for your cost codes. 
  • The ERP Job ID must be defined during export. Acumatica Cloud ERP only allows numeric characters, with no separators.
    • Note: If auto-numbering is enabled in Acumatica Cloud ERP, the Job ID defined in Procore will be overwritten in Acumatica Cloud ERP with the next id in the defined Acumatica Cloud ERP sequence. If the project is imported from Acumatica Cloud ERP, the project ID will automatically populate in the project number field.   
  • When entering your project data, be aware of the following requirements:
    • Project Name. Acumatica Cloud ERP imposes a maximum of thirty (30) characters limit. If your project name exceeds this limit, your project name will be truncated in Acumatica Cloud ERP.
    • Project Address. Acumatica Cloud ERP does not permit the use of commas (,) in the 'Project Address' field. 
    • Active Project. Acumatica Cloud ERP requires you to set your new project is 'Active' in Procore. 

Considerations

  • When a project is exported from Procore to Acumatica Cloud ERP it is separate from the export of a project's budget. Cost codes on the Procore project WBS will create synced data in the background of the connector, but will not populate any budget lines to the Acumatica Cloud ERP project's Cost Budget tab.
  • When a project is imported from Acumatica Cloud ERP to Procore, it is also separate from the import of a project's budget. Imported projects will not have WBS codes defined after import, and will require additional steps to add and sync cost codes in accordance with your defined workflow training.

SUB JOBS

Limitations

  • Sub Jobs are not a required segment on your Procore projects, while at least one of the Acumatica Cloud ERP equivalent (Project Tasks) is required.  Due to this, when projects are synced with the integration,  a Project Task is created in the project's Acumatica Cloud ERP Task tab by default. This default Project Task will be directly tied to the parent project Cost Code WBS segment in Procore. In Acumatica Cloud ERP, this task will have the same ID as the project, and have a description of "Procore Integration Task (do not edit or delete). 
    • Note: Due to this feature's flexibility, there are several different workflows that are available , and it is highly recommended that you define and adhere to a standard operating procedure for how your projects will use project tasks and sub jobs.

Prerequisites

  • Parent project must already be synced to be able to import Project Tasks from Acumatica Cloud ERP, which will create Sub Jobs in Procore. This also applies if exporting Sub Jobs from Procore to create Project Tasks in Acumatica Cloud ERP.
  • If do not have a Sub Jobs tab within your Procore ERP Integrations Tool, a backend feature must be enabled on your company's Procore account. To submit a request to enable this feature, contact your Procore point of contact.

Considerations

  • Cost codes and cost types that are assigned to a Sub Job must not also be assigned to the Procore project's parent Cost Code segment. The same cost codes should not be synced across multiple WBS segments.
  • The deafult Project Task created by the integration should always have the "Empty Sub Job" box checked.
  • To add an Acumatica Cloud ERP 'Project Task' as a Procore 'Sub Job',   ensure that the "Empty Sub Job" box next to that Project Task in Acumatica Cloud ERP's Task tab is left unchecked. This will permit your Project Task to appear in the Procore Sub Job tab's "Ready to Import" filter. If the box is checked, it will not be importable to Procore.
  • You cannot delete a Sub Job if there are cost codes tied to that Sub Job.
  • Deleting or altering a Project Task or Task ID in Acumatica Cloud ERP will not delete or un-sync its Sub Job equivalent in Procore.

BUDGET

Prerequisites for Export from Procore

  • The Budget tool must be an active tool on the project.
  • The budget must be locked before the export.
  • Ensure the project's cost codes are updated with the synced job in Acumatica Cloud ERP.

Limitations

  • After exporting a budget from Procore to Acumatica Cloud ERP, the import function (i.e., from Acumatica Cloud ERP to Procore) will no longer be available for that job/budget.
  • The Procore + Acumatica Cloud ERP does NOT sync 'Unit of Measure (UOM)' and 'Unit Qty' values between systems. Currently, the Budget sync is amount-based only.
  • When a Procore budget is exported to Acumatica Cloud ERP, the cost budget lines in Acumatica Cloud ERP inherit a Project Task ID association. Changing that Task ID line association in Acumatica Cloud ERP will not update the association information within the integration. If the Task ID value is not what was intended, it signifies that the cost code(s) were not synced in the manner laid out in your Project and Sub Job workflow training.   

BUDGET CHANGES

Considerations

  • Budget Changes are an export only feature, from Procore to Acumatica Cloud ERP. They must be created in Procore, in order to export and sync with Acumatica Cloud ERP.

Limitations:

  • After exporting a Procore budget (budget change) to Acumatica Cloud ERP, you no longer be permitted to import Acumatica Cloud ERP budget or job data into Procore.

COMMITMENTS

Considerations

  • When a Subcontract is exported from Procore, a Subcontract is created in Acumatica Cloud ERP (SC301000). 
  • When a Purchase Order is exported from Procore, a Purchase Order is created in Acumatica Cloud ERP (PO301000).
  • In Procore, Commitments are accessed from the project-level Commitments tool.

Limitations

  • Important! - Export from Procore only. Commitments must always be created in Procore, in order to sync with Acumatica Cloud ERP. Do NOT create commitments directly in Acumatica Cloud ERP, as they cannot be imported to Procore.
  • The maximum character length for a commitment's title is 60. This is the maximum number of characters allowed by Acumatica Cloud ERP.
  • The maximum character length for a commitment's number is 15. This is the maximum number of characters allowed by Acumatica Cloud ERP.

Commitment change orders

Considerations

  • When a Subcontract Change Order  or Purchase Order Change Order is exported to Acumatica Cloud ERP, the export will also update the Budget Amount in Acumatica Cloud ERP (PM308000 > Reference Number > Cost Budget and Commitments tabs). 
  • When creating a  CCO in Procore, you will be required to set CCO SOV lines to either create a new contract SOV line, or update an existing contract SOV line.  When exported to Acumatica Cloud ERP, the original contract will reflect the SOV setting(s) you elected in Procore.

Limitations

  • Important! - Export from Procore only. Commitment Change Orders must always be created in Procore, in order to sync with Acumatica Cloud ERP. Do NOT create commitment change orders directly in Acumatica Cloud ERP, as they cannot be imported to Procore.
  • To add a Schedule of Values (SOV) line item to a CCO, it must be tied to an existing  cost code and category.

subcontractor invoices

Prerequisites

  • To be able to successfully export Subcontractor Invoices from Procore, each AP vendor in Acumatica Cloud ERP must be set up with a default AP Account, Cash Discount, AP Sub , and Discount Sub accounts (AP303000 > Vendor > GL Accounts tab). 

  • Each vendor in Acumatica Cloud ERP must also must be set up with a default Cash Account (AP303000 > Vendor > Payment tab). 

  • Each job must also have a default location ID populated in Acumatica Cloud ERP (AP303000 > Vendor > Location tab). 

Considerations

  • Important! - Export from Procore only. Subcontractor Invoices must always be created in Procore, in order to sync with Acumatica Cloud ERP. If you create the subcontractor invoice in Acumatica Cloud ERP, the invoice and its detail will remain in Acumatica Cloud ERP, and not sync to Procore. 
  • If Auto Numbering for Bills is enabled in Acumatica Cloud ERP, the Reference Number in Acumatica Cloud ERP will be the next system generated number

Limitations

  • Subcontractor Invoice payment information recorded in Acumatica Cloud ERP will only appear on the Procore Commitment if the invoice was synced with  Acumatica Cloud ERP.

PRIME CONTRACTS

Prerequisites & Limitations
 

Prime contracts in Procore automatically sync to Acumatica Cloud ERP as a summarized single line item within the Revenue Budget tab. Your prime contract is automatically synced when the following conditions are met:

  • The project is synced with Acumatica Cloud ERP.
  • A prime contract exists in the 'Approved' status.
  • At least one (1) line item with a non-zero value has been added to the contract's schedule of values (SOV).
  • The contract number must consist of no more than seven (7) alphanumeric characters.

Any changes made to the overall value of the contract after the initial contract value is synced must be manually updated in the ERP system. 

Requirements

In order to sync a Prime Contract with the Acumatica ERP Connector, the 'Revenue Budget Level' setting on the ERP Job’s 'Summary' tab must be set to 'Task' only.

Prime Contract Change Orders

Prerequisites for Export from Procore

  • The Change Order tool must be an active tool on the project.

  • The Procore Project Prime Contract must be approved and exported to the Acumatica Cloud ERP Projects' Revenue Budget.

Limitations

  • Important! - Export from Procore only. Prime Contract Change Orders must always be created in Procore, in order to sync with Acumatica Cloud ERP. Do NOT create prime contract change orders directly in Acumatica Cloud ERP, as they cannot be imported to Procore.

Considerations

  • When a PCCO is exported to Acumatica Cloud ERP, it will update the project's Cost and Revenue Budget. The Revenue Budget will have one summarized line for the total expected revenue value of the change.

  • A unique Acumatica Task ID will be created for each synced PCCO, and will be used on the Revenue Budget line. However, Cost Budget lines tied to the PCCO will use the existing Task ID(s) on the Cost Budget for each Budget Code on the PCCO Schedule of Values.

Requirements

In order to sync a PCCO with the Acumatica ERP Connector, the 'Revenue Budget Level' setting on the ERP Job’s 'Summary' tab must be set to 'Task' only.

job COSTS

Prerequisites

  • Project must be synced in order for costs to automatically import from Acumatica Cloud ERP to Procore.
  • To view the job costs in your budget, please use the ERP Budget View, or ERP Detailed Budget View that was created for you during implementation. This budget view has specific calculated and ERP integration sourced data.

Considerations

  • Costs pulled in from Acumatica Cloud ERP accumulate as four different amount types in Procore, Subcontract Invoices (Subcontracts and Purchase Orders that have been invoiced), Invoices (invoiced amounts not related to a synced contract), Expenses (Misc. Expenses), and Payroll (Labor costs). The sum of these four amount types equal the Job to Date Cost, while the sum of the latter three types (Invoices, Expenses, Payroll) equal the Direct Cost. These are all are in lump sum form, that accumulate under the project cost code and cost type.
  • Detailed job cost transaction syncing is supported by the integration. To leverage this feature, the Direct Cost tool must be active on the project, and the "Enable Job Cost Transaction Syncing" setting should be enabled on the Project Admin General page.

Limitations

  • Job cost type restricting is not supported by the integration. For example, the integration is not customizable to omit labor costs from syncing into Procore.